Privacy Policy

Privacy Policy

Last updated May 2018

This notice explains what information I collect, when I collect it and how I use this. During the course of our activities, I will process personal data (which may be held on paper, electronically, or otherwise) about you and I recognise the need to treat it in an appropriate and lawful manner. The purpose of this notice is to make you aware of how I will handle your information.

Who am I?

Maria Elizabeth Holgate of LilyFrank Limited take the issue of security and data protection very seriously and strictly adhere to guidelines published in the General Data Protection Regulation (EU) 2016/679 which is applicable from the 25th May 2018, together with any domestic laws subsequently enacted.

I am notified as a Data Controller with the Office of the Information Commissioner under registration number Z9608077 and I am the data controller of any personal data that you provide to us.

Our Data Protection Officer is Ms Maria Elizabeth Holgate 25A Stanley Road, Ilford, IG1 1RW 07887996387 maria.holgate@gmail.com

Any questions relating to this notice and our privacy practices should be sent to Ms Maria Elizabeth Holgate 25A Stanley Road, Ilford, IG1 1RW 07887996387 maria.holgate@gmail.com

How I collect information from you and what information I collect

I collect information about you:

● From your application for accommodation

● From your use of the NLA Forms downloaded and completed from the NLA website (including but not limited to creating tenancy agreements, guarantor agreements, or notice).

I collect the following information about you:

● Tenant name, e-mail address, telephone number Date of Birth, passport and visa details, address (including any previous addresses), marital status, National Insurance Number, nationality, next of kin, name of university or college where you are studying (if applicable), the name of friends that you are staying with (if applicable);

● Guarantor name, e-mail address, telephone number, Date of Birth, address (including any previous addresses), marital status, National Insurance Number, nationality, next of kin (if applicable);

● Property address; term, rent, deposit, utility and service responsibilities;

● The employment status of tenants and/or guarantors, address, contact details (including email, phone and fax numbers) of the employer/accountant, payroll numbers, length of employment, salary information (including any regular overtime or commission), and any other income received;

● Bank account details of the tenant, including copy statements account number and sort code, and any hire purchase/loan agreements/credit cards or store cards that you have; and

● Any welfare benefits that you may be eligible for, or are currently on.

Why I need this information about you and how it will be used

I need your information and will use your information:

● to undertake and perform our obligations and duties to you in accordance with the terms of our contract with you;

● to enable us to supply you with the services and information which you have requested;

● to help you to manage your tenancy;

● to carry out due diligence on any prospective tenant, including whether there is any money judgements against them, or any history of bankruptcy or insolvency;

● to analyse the information we collect so that we can administer, support and improve and develop our business and the services we offer;

● to contact you in order to send you details of any changes to our or supplies which may affect you; and

● for all other purposes consistent with the proper performance of our operations and business.

Sharing of Your Information

The information you provide to me will be treated by me as confidential /[and will be processed only by any of third party, acting on my behalf, within the UK/EEA]* I may disclose your information to other third parties who act for us for the purposes set out in this notice or for purposes approved by you, including the following:

● If I enter into a joint venture with or merged with a business entity, your information may be disclosed to our new business partners or owners;

● To carry out due diligence on you as a prospective tenant/ guarantor, including but not limited to the carrying out of affordability checks, due diligence checks and the obtaining of references from relevant parties, whose data you have provided;

● If you request so, your information shall be disclosed in order to determine if there are any money judgements against you, as the prospective tenant/guarantor, or to determine if they have a history of bankruptcy or insolvency;

● If you are unable to make payments under your tenancy, your information may be disclosed to any relevant party assisting in the recovery of this debt or the tracing of you as a tenant; and

● In the creation, renewal or termination of the tenancy, your information will be disclosed to the relevant local authority, tenancy deposit scheme administrator, service/utility provider, freeholder, factor, facilities manager or any other relevant person or organisation in connection with this.

London Borough of Redbridge regarding council tax and compliance with the terms of the property licence governing the property.

Gas &/or Electricity supplier associated with the property

Gas &/or Electrical inspection company purely for completion of details of occupier on the relevant property certificates.

The deposit protection scheme to secure your tenancy deposit.

Tenancy referencing agencies as required to complete a tenancy reference if required.

Relevant government agencies relating to passport & visa validity.

Unless required to do so by law, I will not otherwise share, sell or distribute any of the information you provide to me without your consent.

Transfer Outside the UK and Europe

In operating our mailing list it may become necessary to transfer data we collect from you to locatios outside of the European Union for processing and storing. For example see Mailchimp Data storage, below.

By providing your personal data, you agree to this transfer, storing or processing.

We do our upmost to ensure all reasonable steps are taken to make sure your data is treated and stored securly.

Unfortunately the sending of information via the internet is not tatally secure and on occasion such information can be intercepted.

Though this has never happened we cannot guarantee the security of data that you choose to send electronically.

Sending such information is entirely at your own risk.

MailChimp Data Storage

We transfer your consensually given email subscription list data to locations outside of the European Union for processing and storing. MailChimp's servers are based in the United States.

Disclosing Your Information

We will not disclose your personal information to any other party other than in accordance with this Privacy Policy and in the circumstances detailed below.

Where we are legally required by law to disclose your personla information

To help with fraud protection and reduce the risk of fraud.

How long we will keep your information

I review my data retention periods regularly and will only hold your personal data for as

long as is necessary for the relevant activity, or as required by law (I may be legally

required to hold some types of information), or as set out in any relevant contract I have

with you.

Your Rights

You have the right at any time to:

● ask for a copy of the information about you held by me/ us in my records;

● require me/ us to correct any inaccuracies in your information;

● make a request to me/ us to delete what personal data of yours I/ we hold; and

● object to receiving any marketing communications from me/ us.

If you would like to exercise any of your rights above please contact me/us at Ms Maria Elizabeth Holgate 25A Stanley Road, Ilford, IG1 1RW 07887996387 maria.holgate@gmail.com

Should you wish to complain about the use of your information, I would ask that you contact me to resolve this matter in the first instance. You also have the right to complain to the Information Commissioner’s Office in relation to my use of your information. The Information Commissioner’s contact details are noted below:

England:

Information Commissioner's Office

Wycliffe House, Water Lane

Wilmslow, CHeshire, SK9 5AF

Telephone 0303 123 1113

Email: Casework@ico.org.uk

The accuracy of your information is important to me - please help me keep my records updated by informing me of any changes to your email address and other contact details.